Understanding file compression: what it is, why you'd use it, and
how to use it

Understanding and avoiding computer viruses

Installing a new printer and changing the default printer

Chapter 2, "Concepts of Information Technology," was a great
introduction to computing in general, but now it's time for some hands-on
experience. In this chapter, you'll learn your way around your
system's file structure. Specifically, this module covers the following
five topics:

Your computer environment

The desktop

How to manage files

Viruses

Print management

After learning about each of these topics, you'll be ready to take the
test for Module 2!

Computer Environment

In Chapter 2, you learned a little about the magic that happens inside a
computer. Specifically, you learned about its internal memory (random access
memory [RAM]) and how that memory runs software and stores your work. Now
you're ready to actually turn on your computer and become familiar with the
GUI (graphic user interface) that helps the internal system communicate with you
and vice versa. A user interface consists of the graphical components you use to
view and interact with your computer. For instance, a menu from which you
execute items and a button that you click are both pieces of a user interface.
(For more specific information on GUIs, read the section "GUI" in
Chapter 2.) In this section, you'll learn the following:

How to turn on and turn off your computer

How to learn more about your system and control those settings
yourself

How to install and uninstall a software application

How to get help when you need it

How to print screen elements

How to launch a text-editing application, create and save a file, and
then close the text editor

First Steps with the Computer

Turning on and off a computer isn't always as simple as flipping a
switch, but most of the time it is. Sometimes you must turn it on using nothing
more than the equipment itself for clues.

Starting the Computer

Start the computer.

Most of the time, turning on your computer is a simple process, but every
system is different, so it's vital that you be familiar with your
equipment. (See Chapter 2 for an explanation of the many types of computers and
equipment you might encounter.) This section assumes you're working with a
personal computer. Now, prepare to start your computer:

Perhaps the most important step occurs before you turn on the system.
First, check all your cables to make sure they're securely connected. Also
check your electrical outlets to make sure that all the equipment is properly
plugged in and that any complex outlet units or surge protectors are turned on.
If your outlets are controlled by an exterior switch, make sure that switch is
in the on position.

Using your system's user documentation or user's guide, locate
the on and off switch for each piece of your equipment: monitor, CPU, printer,
and any other peripherals. A peripheral is any device you have connected
to your system. Every system is different, but most new systems position the
power button on the front of the CPU. (Learn about the CPU in Chapter 2.)

After locating the appropriate switches on all your equipment, turn on
the monitor.

Turn on the CPU.

Turn on the printer and any other peripherals, such as a Zip drive,
speakers, scanner, and so on. This last step will be unique to your system.
Systems often turn on all peripherals automatically once the computer itself is
turned on. Generally, you can tell by simply watching the on and off lights for
each device. If you're unfamiliar with the equipment, wait just a second or
two before you start turning on the peripherals to see whether they power up
automatically.

TIP

High voltage can quickly fry your system and can enter your computer through
power cords and even the modem (online) connection. Protect your system by using
a surge protector that absorbs voltage surges so they don't reach
your computer. Some surge protectors come with a modem jack that also protects
your online connection.

You might hear someone refer to the process of turning on your system as a
boot or bootingas in "boot the system." The
preceding example might be further defined as a "cold boot" because
the system was turned on after being turned completely off (cold).

Shutting Down the Computer

Shut down the computer using an appropriate routine.

Most modern systems use the operating system to power down:

Save your work and close any open software applications.

Click the Start button on the Windows taskbar to display the list of
options shown in Figure 3.1.

Select Turn Off Computer.

Click Turn Off in the resulting dialog box shown in Figure 3.2 to shut
down the operating system and turn off the computer (and probably most of the
peripherals, depending on how your system is configured). Table 3.1 defines the
four options in detail.

If necessary, turn off the monitor, printer, and any other peripherals
that aren't automatically shut down by the system.

Table 3.1 Options for Powering Down Your Computer

Option

Explanation

Standby

Switches the system to Standby mode, which reduces (or even turns off) the
power to most of the devices, except memory. Anything in current memory
isn't automatically saved. If power is lost, the current memory is also
lost. Be sure to save your work before switching to Standby mode.

Turn Off

Shuts down the operating system and turns off the CPU.

Restart

Shuts down the operating system and then restarts it automatically.

Cancel

Dismisses the current dialog box without taking any action.

TIP

Regardless of how tempted you might be, don't use the on and off switch
to turn off your computer. You might seriously damage your files if you
don't shut down properly.

Restarting the Computer

Restart the computer using an appropriate routine.

If necessary, you can reset your computer to its original settings and
defaults by rebooting:

Save your work and close any open software applications.

Click the Start button on the taskbar.

Choose the Turn Off Computer item.

Click Restart from the resulting options (see Figure 3.2). Doing so shuts
down the operating system, turns off the computer, and then reboots your system
automatically.

Restarting your system is often referred to as a warm or soft
boot.

When an Application Stops Responding

Shut down a nonresponsive application.

Systems and software just keep getting better and better, but occasionally
problems occur and your system freezes. When that happens, your computer might
fail to respond to the normal clicks and selections. Unfortunately, the only way
to restore order is to restart your system, but more than likely you'll
find that you can't even access the Start menu (which we reviewed in the
previous section).

When this happens, you might have to force the issue by pressing and holding
down all three of the following keys at the same time: Ctrl, Alt, and Del. (The
Ctrl key might also be labeled Control, and the Del key might also be labeled
Delete.) Doing so displays the dialog box shown in Figure 3.3. Click the Shut
Down menu to open its drop-down list and then choose Restart. Windows shuts down
and your computer turns off and restarts automatically. This process clears the
internal error that caused your system to freeze.

Any activity in memory (unsaved) is lost if you use the Ctrl+Alt+Del
keystroke combination. We recommend frequent saves to reduce the amount of work
you might lose in the event of such a problem. In addition, don't try to
resolve the problem by turning off the system either at the switch or the
electrical source. Either could result in corrupted files and unrecoverable
data.

Using Ctrl+Alt+Del to restore your system is sometimes referred to as a
hard boot because you're unable to save your work and shut down
applications before shutting down the operating system.

Sometimes you can shut down the application that's locked up without
shutting down the entire system. Check the task list for the status "not
responding." If you find one, select that item and click End Task.

Basic Information and Operations

You'll want to familiarize yourself with your system, just as you would
your car or stereo. After all, would you jump into a new car and drive off
without first finding the switch for the lights or the windshield wipers?
Similarly, you need to know your computer equipment to know what software and
peripherals it can support.

Modifying Your System

Many of the system's default settings, such as the date and time and
display options, are used by other software applications. From time to time, you
might need to review these settings or even change them.

Most of these settings are accessible via the Control Panel, so we give the
instructions for displaying the Control Panel window now. Click the Start button
on the taskbar and choose Control Panel from the Start menu to display the
Control Panel window shown in Figure 3.5. (This figure shows Windows XP default;
your screen might look different.)

Figure
3.5 The Control Panel window provides access to a number of system settings
and tools.

Changing the Date and Time

To change a system's date and time, double-click the Date, Time,
Language, and Regional Options link (in the Control Panel window). Then, click
the Change the Date and Time link to display the Date and Time Properties dialog
box shown in Figure 3.6. Click the Date & Time tab if necessary. (You can
also double-click the clock in the Notification area of the taskbar to open this
dialog box.) You change a date component by selecting the appropriate value from
that control.

Changing the time is similar to changing the date. The time consists of three
components: hour, minute, and second. Highlight the appropriate section and
click the spin control's up or down arrow, accordingly. You might find it
easier and quicker to type in the new time by highlighting a component and then
entering the new value via the keyboard.

In the United States, the operating system might automatically adjust the
system's time twice a year when many areas switch to Daylight Savings Time
and then again when those areas revert to their standard times. Click the Time
Zone tab to check the current setting by clicking the Time Zone control's
drop-down arrow. Next, select the appropriate zone item from the control's
list. Be sure to uncheck the daylight savings option if you don't want the
system to automatically adjust your time when appropriate.

Changing Audio Capabilities

In addition, most of today's systems are equipped with audio
capabilities and speakers. You might need to modify the default volume settings.
To do so, click the Sounds, Speech, and Audio Devices link in the Control Panel
window. Then, click the Adjust the System Volume in the next window. Or you can
double-click the volume control icon in the Notification area of the taskbar.
Both methods open the Sounds and Audio Devices Properties dialog box shown in
Figure 3.7. Adjust the slider control accordingly and close the dialog box.

If there's no volume control icon in the Notification area of the
taskbar, you can display it. Open the Sounds and Audio Devices Properties dialog
box, click the Volume tab, and then check the Place Volume Icon in the taskbar
option.

Changing Display Options

Display options determine the specific colors and the size of each element
onscreen. You can adjust the settings, but you should know that most software
applications inherit these options. That means any changes you make affect most
everything you might seeeven elements within a software application.

There are three types of display options that you might want to adjust:

ColorDetermine the number of colors your monitor can
display.

ResolutionDetermine the size of individual elements.

ScreenSaverDisplay a graphic or animation when the
computer is inactive.

In the Control Panel window, click the Appearance and Themes link and then
click the Change the Screen Resolution link to open the Display Properties
dialog box. Click the Settings tab (if necessary) to work with the color and
resolution. You can use the Color Quality control to select the number of colors
that will be displayed on your monitor.

The second setting on this tab is the Screen Resolution setting. Simply
adjust the slider to reduce or increase the number of pixels displayed. The more
pixels you display, the more information you can display onscreen (and the
smaller everything will appear).

The last display setting we want to explore is the Screen Saver:
that's a file that displays moving elements when the computer is idle for a
specific length of time. Newer monitors aren't really at risk, but older
monitors could be permanently scarred by screen elements if they remain set for
too long. For this reason, some people employ screen savers, which temporarily
change the display and keep elements moving around the screen to prevent damage.

The operating system comes with a number of screen savers, but you're
free to purchase one or even download a free file from the Internet. (Not all
files are free; read instructions carefully before downloading.)

To specify a screen saver, click the Screen Saver tab and choose a file from
the Screen Saver control's drop-down shown in Figure 3.8. Click the Preview
button to see what the file looks like in real time; you might decide that you
don't like the selected file and try another. Some screen savers have
settings you can modify by clicking the Settings button and following the
subsequent instructions. Use the Wait control to determine how long the computer
can remain idle before the screen saver kicks in. The default is 10 minutes. You
can also use the Power button to turn your monitor off entirely after a fixed
time period rather than have it display a screen saver.

Determining the Language

Set, change keyboard language.

Just because you and your system use English doesn't mean that you
won't ever need to correspond with someone in another language.
Fortunately, you can change the default language for your system or switch
between a large number of input languages. To set the default language your
computer uses, you must first install it:

In the Control Panel, click the Date, Time, Language, and Regional
Options link.

Click the Add Other Languages link.

On the Languages tab, click the Details button. The default input
language is probably English (United States)-US.

Open the Input Languages control's drop-down list and choose the
language you want to install. Figure 3.9 shows Russian installed. Notice that
the Keyboard Layout/IME control updates accordingly.

Click OK to return to the previous dialog box, which now displays
two available languages in the Services Installed list, as shown in Figure 3.10.

Open the Default Input Language control's list (the combo box at the
top) and you'll find that Russian is now listed as a possible default
language. Go ahead and select Russian from the list. (You can quickly switch
back to English later.)

Click OK twice. Nothing seems to change: everything is still in English.
Check the new Language bar in the taskbar. It should resemble the one shown in
Figure 3.11.

The language bar then displays RU (for Russian) as the default language. If
you expect the system to magically transpose your English words into Russian,
you might be disappointed. All you've done is reset the keyboard; the
feature doesn't suddenly display everything in Russian. (If you actually
reset your system, be sure to reset the default to English before you
continue.)

You might not want to change the default language but still need to
correspond in languages other than the default. In this case, you can access any
number of input languages as you need them. An input language is the
language you use to enter text at any given time. What that means is you could
be typing in English (the default) and then switch to Russian, French, Spanish,
or any number of supported languages to type in a single word, sentence,
paragraph, or section. In fact, you could use an input language for an entire
document if you likedwithout changing the system's default language.

To access a default language, repeat Steps 1 through 6 from the previous
exercise. The only difference is that you won't change the Input Default
Language selection in that control. Adding the input language displays the
Language bar you saw earlier and you're free to switch back and forth.
However, the operating system won't change the system's default
language.

To use an input language, open a blank document using Notepad or WordPad and
start entering text. Then, using the Language bar, choose Russian or another
listed language. Any text you enter assumes the input language's keyboard,
not the English keyboard you're actually using.

NOTE

By default, most input languages are installed automatically. However, to
enter or display text in any of the East Asian languages or a right-to-left
language, you must install the language manually from the system's CD-ROM.

Preparing Disk Storage Medium

Format removable disk media: diskette, Zip disk.

In Chapter 2, you learned a bit about removable storage devices. (See
"Storage Devices" in that chapter.) Before you use a floppy or Zip
disk, you must format it. In this context, format means to prepare the
disk to store electronic data.

You can purchase formatted diskettes, so you might never actually need to
format a brand new disk. In fact, we recommend that you use factory-formatted
diskettes. However, occasionally, you might want to format a used disk to erase
old data.

CAUTION

Formatting erases everything on a diskette, so use care when
formatting your diskettes. In addition, never try to reformat your hard drive.
Doing so deletes everything on your hard drive: all your data, all your software
applications, and even your operating system. You won't be able to access
your computer at all.

To format a floppy diskette, follow these steps:

Insert the floppy diskette into the appropriate drive.

Open My Computer and select (don't double-click) drive A in the
Devices with Removable Storage section. (Access My Computer from the Desktop or
the Start menu.)

Choose Format from the File menu.

Windows displays the dialog box shown in Figure 3.12. Most of the time
you can just click Start. Occasionally, you might want to check the Quick Format
option to save a little time. This option erases files but doesn't check
for bad sectors. Use this option only if the disk has been previously formatted
and you're sure the diskette isn't damaged. Otherwise, stick with the
Capacity setting.

Formatting a Zip disk is basically the same. Repeat Steps 1 through 3 in the
previous exercise. This time, select the Zip drive in the My Computer window.
When the operating system displays the dialog box shown in Figure 3.13, click
Format. Use the Long Format option only when the Zip disk has developed errors.
Remember, just like with a floppy disk, formatting a Zip disk completely erases
its contents.

Figure
3.13 Use default formatting options unless you have good reason not to.

Working with Software

Install, uninstall a software application.

More than likely, your system will arrive with a few software applications
already installed. However, you'll probably purchase more, and when you do,
you'll need to install your new software to use it.

Fortunately, installing software has become simple and routine. To install a
software application from a CD-ROM or a floppy drive, follow these steps:

Insert the CD-ROM or the floppy disk in the appropriate drive. If the
software automatically initiates the install process, simply follow the
instructions.

If not, open the Control Panel by clicking Start and then choosing
Control Panel.

Click the Add or Remove Programs link.

Click the Add New Programs option in the Add or Remove Programs window,
and then click the CD or Floppy button in the next window.

At this point, the software installation process kicks in: follow the
instructions. We recommend that you accept the default (or typical) installation
option unless you have specific reasons not to.

Uninstalling a software application is also easy. Follow these steps:

Open the Control Panel by clicking Start and then choosing Control
Panel.

Click the Add or Remove Programs link.

Click on the application that you want to uninstall.

Click on the Change/Remove button and follow the instructions to remove
the application.

TIP

Some software might ask you to reboot the system after you finish the
installation or uninstallation. You might want to schedule software installation
for a time when you're not doing other important tasks.

Capturing Screen Data

Use keyboard print screen facility and paste contents into a
document.

You've probably heard the old saying about a picture being worth a
thousand words. Sometimes you can better make your point with a picture than
text. That's when printing the screen might come in handy. For instance,
you might want to share a specific error with a technician.

To save a copy of the screen, press the Print Screen key to copy the entire
screen, exactly as it appears. Next, open a program such as Microsoft Paint or
Microsoft Word and choose Paste from the Edit menu. At this point, you can save
or print the image.

When You Need Help

Use available Help functions.

Few people master their computer without a little help now and again. The
first place you'll want to go when you have questions is the computer
itself. Windows offers a number of ways to get the help you need.

The best place to start is with the Help and Support Center. Click the Start
button and select Help and Support Center. Or open the Control Panel window and
click the Help and Support link. The resulting page shown in Figure 3.14 has the
look and feel of a Web page. From this page, you can quickly access a number of
help features.

To use the Index, click the Index button on the toolbar and enter a search
string. As you enter characters, the window updates with the best match in the
index items. For instance, enter the word "default" and then
double-click the Setting Default Printer item to display information on that
subject, as shown in Figure 3.15.

You can skip the Index window and enter search text in the Search control.
For instance, enter "default printer" into the Search control and
press Enter or click the Search Now button (the arrow to the right of the
control). Windows updates the Search Results list accordingly. In this case,
clicking the Specify Your Default Printer link in the Suggested Results list
displays the same information you saw in Figure 3.15. Click a topic or click one
of the group buttons for more possible subjects:

SuggestedTopicsAttempts to select the most relevant
topics to match the search criteria.

Full-textsearchmatchesDisplays help
documents that contain the exact text.

Text Editing

Everyone uses text files. You might write letters or just keep a personal
journal. Windows comes with two text editorsNotepad and WordPad. A text
editor is a program that allows you to enter and manipulates text in a
document and then save that document.

Preparing to Work with Text

Launch a text-editing application. Open, create a file.

Both Notepad and WordPad are accessible through the Programs menu. We'll
be working with Notepad, but you can launch WordPad the same way. To launch
Notepad, click the Start button on the taskbar and Select All Programs in the
Start menu. (If Notepad appears on the Start menu, you can skip the All Programs
steps that come next and just launch Notepad from the Start menu.) Then, select
Accessories in the Programs menu to display another menu of actual applications.
Select Notepad from that list, as shown in Figure 3.16. Notepad launches a blank
document in a new window. At this point, you can start entering text, as shown
in Figure 3.17.

Saving a Text File

Save the file to a location on a drive.

Enter the text, "This is my practice text file," and then save the
file on your hard drive. To do so, choose Save As from the File menu. In the
resulting dialog box, choose a location for the file using the Save in control.
Simply open that control's drop-down list and select the appropriate
folder. As you can see in Figure 3.18, you can select the hard drive, a floppy
drive, the CD-ROM (if you have a CD writer), or even a Zip drive if you have one
installed. In the File Name control, name the text file
"PracticeTextFile." When you're ready, click Save.

To open an existing file, choose Open from Notepad's File menu, and
select the right folder in the Look in control. Select the file from the list of
files, and then click the Open button.

Closing a Text-Editing Application

Close the text-editing application.

When you're done working with the text file, close Notepad by clicking
Exit from the File menu. Or click the Windows Close button (the X in the top
right of the title bar).

Most text editors work with just one file at a time, so closing the file is
the same thing as closing the text editor. If you don't want to close the
editor, but you want to work on a new file, choose New or Open from the File
menu. Doing so closes the active document before opening another.